NextGen HubSpot Integration

Introduction

The NextGen Chargify HubSpot integration seamlessly integrates the customer relationship management operations you manage in HubSpot with your subscription billing operations in Chargify.

Customer and Contact data is synchronized bi-directionally so those records are always in sync between the two applications. The Chargify product catalog synchronizes over to HubSpot’s Product Library, so users can build HubSpot deals and associate those products and components as HubSpot line items, thereby also enabling native HubSpot features like quotes. The subscription creation is facilitated by the deal properties and line item associations. Streamlining your entire sales process to be managed via HubSpot with Chargify automating all recurring billing and subscription related activities, making the best use of both applications.

Note: This integration is in beta status. For beta access, please contact our support team for assistance.

Availability & Requirements

  • Works in test and production HubSpot accounts
  • Only available in Relationship Invoicing
  • Supports Multi-Site
  • Supports Multi-Currency
  • Available on HubSpot Starter, Professional, & Enterprise Plans
  • Default “Appointment Scheduled” and “Closed Won” pipeline stages required
Please Note: Future iterations of the NextGen integration are making use of HubSpot Custom Objects & Quotes which require HubSpot Enterprise. The HubSpot Free and Starter plans offer users the ability to synchronize the data between Chargify customer records and HubSpot Contact records. However, users on these plans will be limited in functionality

We strongly recommend testing the integration in a HubSpot Test account prior to enabling it in production. The most common issues that arise from using the integration are connecting to the wrong HubSpot account or finding the filter activity to display the Chargify custom objects.

Trial Period

You can signup for a HubSpot Test account on the Enterprise Plan for a 14-day trial. Once you have created the Test Account navigate to the top right corner of the HubSpot UI on your “Company Name” toggle the drop down and click on “Pricing & Features”. Ensure that you have selected the Sales Enterprise for a 14-day trial and begin testing.

In the event that your HubSpot trial test account expires, all Chargify data will still available but the creation of subscriptions will be limited due to the HubSpot limitations of custom objects, products, and quotes. These features are not available on the Free plan. If you'd like to extend your trial, please contact HubSpot support to request an extension. The HubSpot team will process your request for a trial extension as quickly as time allows.

Installation Process

The user configuring the integration must have a ‘Super Admin’ role in HubSpot and an ‘Admin’ role in Chargify. Please make sure you have the right user roles before getting started.

Note: In order to use multiple currencies on Hubspot deals, multi-currency must be configured in Hubspot and in the Chargify before connecting. Addittionally, if you want to make use of Chargify Custom Fields as Hubspot Custom Properties you will need to create those before connecting. More details below

Chargify Setup

  1. Enable the desired currencies(Config → Settings → Multi-Currency). Setting up multi-currency
  2. Create Chargify custom fields inside the Chargify User interface, if you desire these to become Hubspot (Deal/Contact) Custom Properties.
  3. Build your Product, Components, Coupons, Price Points, definitive pricing. Ensure the Chargify Product Catalog is ready before turning the integration on.
  4. Ensure the feature flag for the integration has been removed.(Config → Integrations → HubSpot)

HubSpot Setup

  1. Enable the desired currencies(Settings → Account Defaults → Currency). Setting up multi-currency
Note that HubSpot requires a default exchange rate to be entered. However, the Floating Exchange Rate setting in Chargify can be used to handle automatic currency conversion in the product catalog. The integration will handle both Floating Rates and Custom Rates aslong as these are configured within Chargify.

Connecting the integration to a Chargify Site

The integration will make use of an API key from Chargify for the site to be integrated with the HubSpot account. Also, on the HubSpot side, the user configuring the integration must have a ‘Super Admin’ role in the HubSpot Hub. This is required in HubSpot in order to install HubSpot apps. Upon integration setup, the product catalog from Chargify will sync to HubSpot and be available for building HubSpot deals. The Chargify catalog is flattened in HubSpot as all products and components are line items in HubSpot. Because of this, product and component associations to Chargify product families do not exist. Users with complex, multi-product-family catalogs are encouraged to set up folders in HubSpot to organize the line items for easy and accurate use.
  1. Login to you Chargify account and select the Site you want to connect
  2. Navigate to the HubSpot Integration Tab(Config → Integrations → HubSpot)
  3. Click on the “Connect to HubSpot” Button. You will need to be logged into HubSpot
  4. Configure your data syncing options
  5. Select the Hubspot Account that you want to conenct to & click “Choose Account”
  6. Click the “Connect App” & Confirm Authorizarion of Application
Note: As this is a beta release, Chargify is still an "Unverified app" to the HubSpot Marketplace this red banner will removed in future iterations

Confirming Connection

After the setup and connection proccess you can navigate to your HubSpot Product Library in order to confirm that your Chargify Product catalog is now available.(Settings → Objects → Products&Quotes)

Additionally, you can force the Chargify Catalog to re-sync through the “re-sync product catalog” action available in the Chargify user-interface. (Config → Integrations → HubSpot)

Note: If a currency was missed, start the setup process from the start to align the enabled currencies between Chargify and HubSpot. The product sync job will update the currency conversion every 15min but in the case that you need an immediate update, click the "Re-sync Product Catalog" Action like mentioned above.

Hubspot Setup Continued..

A few properties will need to be exposed on the Deal and Customer records inside the HubSpot User Interface. Once the integration has been set up successfully, a few administrative steps are necessary for these fields to be most easily visible and available some steps are listed below.

  1. Inside the HubSpot UI, go to ‘Settings’ → ‘Objects’ → ‘Deals’ → ‘Setup’ and click on ‘Choose property fields for new deals’(select neccesary fields as shown below)
  2. Navigate to the ‘Record Custimazation’ Tab and manage the different views that your team sees for deal records (select neccesary fields as shown below)
  3. Ensure that all neccesary properties are checked and available for each of the views desired

    • Net Terms
    • Collection Method
    • First Billing Date
    • Send Invoice Emails
    • Self-Service Page
    • Currency
    • Any Chargify Custom Fields associated to the Subscription Source Type
  4. Click ‘Save’

To display the Chargify customer record properties on HubSpot Contacts, complete the following steps in HubSpot.

  1. Inside the HubSpot UI, go to ‘Settings’ → ‘Objects’ → ‘Conacts’ → ‘Setup’ and click on ‘Choose property fields for new contacts’.(select neccesary fields as shown below)
  2. Navigate to the ‘Record Custimazation’ Tab and manage the different views that your team sees for Contact records (select neccesary fields as shown below)
  3. Search for and check each of the following:

    • CC Emails
    • Tax Exempt
    • VAT Number
    • Any Chargify Custom Fields associated to the Customer Source Type
  4. Click ‘Save’

Integration Overview

Once complete the product catalog from Chargify will sync to HubSpot and be available for building HubSpot deals. The Chargify catalog is flattened in HubSpot as all products and components are line items in HubSpot. Because of this, product and component associations to Chargify product families do not exist. Users with complex, multi-product-family catalogs are encouraged to set up folders in HubSpot to organize the line items for easy and accurate use.

Existing customers in Chargify will sync into HubSpot as Contacts. Users have the option upon setup of the integration of how to handle the case of an existing HubSpot contact with the same email address as in Chargify. You can have the HubSpot information overwritten or maintained as-is in HubSpot. Also note that If there are multiple customers in Chargify with the same email address, only one is transferred (first in the order that comes back from Chargify list customers for site endpoint.) This may change in the future.

Sync Options

  • “Enable sync of Product Catalog from Chargify to HubSpot” : The admin users will be able to enable the Chargify Product Catalog Sync for one or more Chargify Sites. This will ultimately allow the users to leverage Chargify Sites to segment revenue streams.

  • “Enable sync of customer data from Chargify to HubSpot - If an existing HubSpot contact is found with the same email address” : The admin users will be able to enable the customer data sync and determine whether they would like to “do not update” or “override all the contact fields”.

  • “Create deals in HubSpot when subscriptions are created” : The admin users can select whether the integration will auto-create deals in HubSpot when subscriptions are created inside Chargify using the Chargify public signup pages.

  • “Create deals in HubSpot when existing subscriptions’ component allocations increase” : Select whether t the integration will auto-create deals in HubSpot when existing subscriptions’ component allocations increases

  • “The deal amount for component allocation change should be set to” - The user will select what values will construct the deal record “deal amount” property. Whether this is the prorated amount or the full amount for a mid period component allocation.

Synced Fields

The following fields from the Chargify customer, product, and subscription records will be synced to HubSpot as detailed in the following tables.

Chargify Customer & HubSpot Contact

Chargify Customer Fields HubSpot Contact Fields
First Name First Name
Last Name Last Name
Email Email
Phone Number Phone Number
Organization Company Name
Shipping Address Line 1 Street Address
Shipping City City
Shipping Stat State
Shipping Zipcode Zipcode
Shipping Country Country
Tax Exempt Tax Exempt
VAT Number VAT Number
CC emails CC emails

HubSpot Deals to Chargify Subscriptions

HubSpot Deal Fields Chargify Subscription Field
Product Library Line Item Product Price Point
Product Library Line Item Component Price Point
Line Item Setup Fee
Line Item Tax Fee
Net Terms Net Terms
First Billing Date Next Billing Date
Collection Method Payment Method
Send Invoice Emails Send Invoice Emails
Currency Currency

Chargify Product Catalog & HubSpot Product Library

HubSpot Product Fields Chargify Product Fields
Product Library Line Item Product Price Point
Product Library Line Item Component Price Point
Product Library Line Item Coupon
Line Item Quantity Component Quantity
Line Item Billing Frequency Product Interval

Building HubSpot Deals from the Chargify Product Catalog

Users can create a new HubSpot deal directly from the Contact record or from the Sales view to associate a deal with one or multiple contacts. Each deal must be associated with one billable contact for the subscription to be created in Chargify after the deal is closed.

Note that Chargify specific fields are enabled for selection and/or entry in the HubSpot user interface including:

  • Tax Exempt: A yes/no setting. If left blank the default of ‘No’ is used
  • CC Emails: Text field in which additional contact emails separated by commas can be entered
  • VAT Number: An optional field to enter VAT number if applicable
  • Any Chargify Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync

Note that Chargify specifc fields are available for subscription creation and are also enabled in the HubSpot user interface including:

  • Collection Method: The method to be used for collecting payment for the subscription: automatic (via credit card) or remittance (manually remitted payments)
  • First Billing Date: Used to set a future first billing date. If left blank, the first billing date will be the date the subscription is created.
    • Note: For the payment processing of automatic collection subscriptions, credit card payment information must be on file. Select a future first billing date for automatic subscriptions so your new subscribers have time to enter the required credit card information via the subscription’s self service page (see notes below on the self service page).
  • Net Terms: Used to add a number of days past the renewal and therefore invoice issue date for when the invoice is due for payment.
  • Send Invoice Emails: An optional setting to modify if the subscriber will receive invoice emails. If left blank, the setting will default to the Chargify site setting
  • Any Chargify Custom Fields associated to the Subscription Source Type: An optional setting if Custom Fields were created before the initial sync

Once the basic deal is set up, users add line items to the deal based on the products and components in the Chargify product catalog. In HubSpot, there are two ways to manage the workflow of adding line items to the deal.

The HubSpot deal creation user interface has a drop down from which you can select and add line items to the deal. This drop down can be searched for quick access to specific products, components, price points and coupons. Note that the list will contain all available product, component, price points and coupons.

For more complex product catalogs, users may choose to instead add the line items from the HubSpot Product Library user interface. Note, this enables the HubSpot feature of organizing the Products in the Hubspot Library into folders for easier navigation of large product catalog sets.

Note: Editing the price on the line item on the deal in HS will NOT be reflected in the resulting subscription. It will use the prices from the selected catalog items as synced from Chargify. This is due to the product/component and price point handle/ids being used to map those entities accross both systems

Note that the Billing Frequency of each line item is automatically populated based on how it is set up in the Chargify product catalog. Note also, that ARR, TCV, values etc. are also automatically calculated based on the line item configuration. HubSpot defaults contract value to 12 months, but you can update that if applicable. More importantly all Chargify components get synced as one-time line items that can be adjusted to provide flexibility to manage those contract values in the HubSpot UI as applicable per deal.

Because the Chargify integration uses HubSpot native line item functionality, users can also seamlessly create Quotes based on the line items associated to a HubSpot deal. Many Hubspot operations rely on the associated line items records to build a contract or order, so we want to to continue enabling HubSpot users by providing similar functionality.

Once the line items have been selected the sales rep will need to “sync deal with Chargify” before generating a quote in HubSpot. The calculation for discounts, taxes, etc will still be managed by Chargify and synced over to HubSpot line items.

HubSpot does not associate Quote based properties back to a deal record. The Chargify + HubSpot integration will create associated line items on a deal record to represent coupons, setup fees, and taxes. This will occur as long as the subscription preview is synced with the deal record and the right properties are represented on both the Contact and deal records.

Once created, a hyperlink to the Quote can be distributed, downloaded as a pdf, or you can connect your email account to HubSpot for direct sending and logging of the activity in HubSpot. More importantly the user will be able to create a subscription record from the associated deal by navigating to the subscription preview view.

Also note that the integration works with HubSpot’s native sales funnel management functionality as deals can be moved through the sales stages you’ve defined in HubSpot.

Creating a Subscription in Chargify from a HubSpot Deal

For each deal in HubSpot, a Subscription Preview will be created by the integration. The preview is leveraging Hubspot Custom Objects and can be used at any time to view the details of what will be created in Chargify once submitted via the integration via the user interface.

Note: The first time the integration is used, you may need to select the Chargify integration in the Filter By: Filter Activity dropdown at the top of the Activity view in HubSpot.

The Subscription Preview shows a preview of both the first invoice as well as ongoing invoices. This makes it easy to see what will be initially invoiced and how it differs from ongoing subscription invoices in the case of one-time fees. Taxes are also calculated and displayed in this Subscription Preview if the products on the deal are taxable, the contact is not tax exempt, and the contact’s address has been included such that our integration with Avalara can determine the correct tax rate.

Note that if a user has selected incompatible line items, such as components and products from different Chargify product families, then those line items will not be displayed on the Subscription Preview and will not be added to the subscription in Chargify once created.

All Coupon, Component, and Product permutations will be available via the HubSpot Product Library. Once those line items have been associated to the deal record the Chargify Subscription Preview is adjusted accordingly.

If there are multiple contacts associated with a HubSpot deal, users can select the appropriate billing contact from a dropdown menu. This is the contact which will be used for the customer record in Chargify.

When everything is configured as needed, Users can create the subscription automatically in Chargify from the Subscription Preview by clicking the Create Subscription button.

Note: Some permutations might be restricted based on Chargify catalog settings. As an example: Chargify Coupons could have restrcitions to certain products/components. If there is a mismatch and the coupon is associated with a restricted product an error will be raised.

Upon subscription creation, the user will see a confirmation message.

After creation of the subscription, the Self-Service Page URL created by Chargify is also populated on the HubSpot deal.

This URL can then be sent to new subscribers for secure entry of their credit card payment information as required for automatic collection subscriptions. Note that for automatic collection method subscriptions, if the subscriber does not enter their credit card details prior to the first billing date, the subscription will become past due and enter your defined dunning process.

FAQ

Can I use the NextGen HubSpot integration with a site on the legacy Statement architecture?

No, the integration can only be used in sites on Chargify’s newer Relationship Invoicing architecture. If your site is on the older Statement-based architecture, you may contact support@chargify.com to request an upgrade.

Can I use Chargify Coupons with this integration?

Yes, the integration syncs the Chargify product catalog as HubSpot Products. Including coupons, once they have been associated to the deal you can click the “sync deal with Chargify” at the bottom of the deal view and the discount calculation will update the values of the line item.

Using Multi-Currency on HubSpot Deals

For Hubspot deals, the “Currency” Property will be required to determine the currency. When creating a deal, select the currency to be used for the deal.

The integration will then present pricing of the deal line items in that currency both in the product catalog as well as on the deal and on HubSpot quotes.

Product Library Matching Rules

  • When Chargify Products and Components sync to the HubSpot Product Catalog the price point ID is used in the Product’s SKU property only if the price point handle is empty. The integration will use the handle first or the price point ID as a fall back identifier.

Chargify Subscription Details

Chargify Subsription details like status, total revenue, current balance, net terms, and next billing date are all viewable in the CRM Card stored in the Contact or Deal records associated to the subscription. Any updates that occur inside Chargify will sync back to the HubSpot CRM card to make available for your visibility. This ultimately gives you the ability to keep streamlined operations between your CRM and Chargify’s Subscription management engine.

Attributing Chargify Metadata with HubSpot Properties

This is configured by the admin at the time of implementation. Please Review Step #2 above on the Chargify Setup to create Chargify Custom Fields before connecting the integration. The integration will create the neccesary properties and make any drop downs, radios, or text input properties available in the deal creation view.

Note: Custom Fields can also sync over from Chargify to Hubspot if those are chaged or updated on the Chargify Side. Those changes would be viewable in the HubSpot CRM card Subscription Details view.
You will need to create these before connecting the integration. Any Chargify custom fields created after both systems are connected will NOT be available as Hubspot Custom Properties. These are only part of the initial sync